SWK Technologies can help you master your year-end activities and processes in Sage HRMS before closing out or carrying over data for the new fiscal year. In a webinar held in December, SWK’s expert consultants walked through key information on tips, tricks, updates and best practices to help human resource teams like yours get the most out of your HR and payroll software. You can watch the recorded session on-demand here.
Continue reading below for some of top advice covered in the webinar as well as additional tips, resources and solutions offered by SWK Technologies:
Sage HRMS Year-end Center Resources
The Year-end Center for Sage HRMS provides users with several essential resources through the Sage Community Hub, accessible at communityhub.sage.com. Navigate to the “Sage HRMS” group and find the Year-end Center under Quick Links on the righthand side of your screen. From here you can access checklists, FAQs, product updates, training materials and critical documentation for completing your end of year (EOY) processes.
Here is a breakdown of some of the top resources the SWK experts recommend reviewing to close out your year-end HR and payroll processes:
Year-end Checklist – Payroll
Under the various groups of resources in the Center, you will find one with several year-end checklists, including two for payroll for either Canadian or U.S. version users of Sage HRMS. Users of the latter should follow these six steps to close out payroll and prepare for 2025:
- Latest Version Update
The Q4 update will be released December 12th, 2024. Install this update after processing your final payroll for 2024 to ensure accurate tax tables and rates for the new year.
- Update Codes
Review and update earning codes, deduction codes and tax codes with any new rates or limits for 2025, including mileage reimbursements, 401(k) maximums and custom tax codes.
- Validate Data
Run key reports like tax calculation analysis and earnings/hours reports to verify year-to-date balances. Review transaction history to confirm manual calculations and external payments are properly recorded.
- Review & Update Data
Verify employee information is current, especially addresses for active and terminated staff. Consider using Employee Self Service (ESS) for employees to update their own information. Check tax codes have proper reporting IDs.
- Tax Forms & Filing
Use Aatrix for W-2s and ACA forms processing. Consider combined printing and mailing through Aatrix for cost savings. Electronic filing options are available for compliance documents.
- Prepare for New Year Payroll
Complete final verification steps to ensure your system is ready for the first payroll period of 2025.
Benefits Plans
The Sage HRMS Year-end Center also includes information on Benefits topics with the checklists. For changing or replacing plans, use the copy plan option to transfer enrolled employees to new plans while properly expiring old ones. Integrate benefit elections with payroll deductions through automatic updates that maintain data accuracy across systems.
Attendance & PTO
There are several tips for managing time and attendance in Sage HRMS included in the year-end checklist section. For annual attendance plans closing at EOY, ensure all current year transactions are submitted before the closing date. Choose between two closing methods: 1) the accrual year close process with specific criteria for plan closing and carryover calculations, or 2) process accruals through the next year’s start date. The system will prompt you to either close/accrue only to year-end or close the current plan year and accrue through your specified future date.
Resources, Solutions & Advice from SWK
SWK’s HCM experts put together this additional guidance to build upon the resources provided by Sage online and address more unique pain points seen among Sage HRMS users:
Year-end Best Practices for Sage HRMS
These recommended year-end practices focus on key areas where attention to detail and proactive management can prevent common issues.
- Documentation
Take detailed notes during year-end processing since these tasks occur annually. Document system-specific nuances and procedures to create a reference guide for future years.
- Sage HRMS Updates
Install the Q4 release early after the final 2024 payroll period to allow time for troubleshooting. Plan for additional municipality tax updates in the January 9th service release.
- Streamline Deductions
Use common deduction limits even with single deductions in each group to simplify updates. This provides one central location for annual maximum updates while allowing individual employee overrides.
- Benefit Expirations
Set benefit plan expiration dates well into the future (e.g., 12/31/2099) to enable annual reuse. Update rates as needed and use the plan setup to expire outdated plans when necessary.
- Time & Attendance Plans at Year-end
Submit all current year transactions before closing annual attendance plans. Choose between the close accrual year process or accruing time through the next year based on your setup.
Common Year-end Challenges & Solutions
Year-end processing presents several recurring challenges for HR and payroll teams. Key focus areas include efficient management of terminated employee data, coordination of tax form distribution, and execution of system-wide updates. The following solutions leverage built-in tools and proven processes for Sage HRMS to address these typical pain points efficiently.
- Tax Rates & Tables in Sage HRMS
Most rates update automatically with quarterly releases except unemployment rates and custom taxes. Watch for late municipality updates in the January service release.
- Archive Terminated Employee Data
Use the archive terminated employee process for records no longer needing regular access. Back up your database before archiving and maintain historical records separately.
- 1095-C & W2 Form Printing
Aatrix integration provides multiple options for form processing, including self-service printing and professional printing/mailing services. Combine W-2 and 1095-C mailings for cost savings.
- Mass Assignments in Sage HRMS
Utilize mass update features for supervisor changes and other group updates. Back up data before processing and consider HR Actions forms for streamlined workflows.
Additional Sage HRMS Resources & Support
The SWK team brings over 80 years of combined HCM software experience, giving you access to more technical expertise and expert advice for your Sage HRMS implementation. SWK Technologies offers additional support such as system optimization reviews, specialized training resources and other consulting services that will help you maximize your HR and payroll system investment while ensuring accurate completion of critical functions like year-end tasks.
Educational Resources
SWK delivers various educational resources for Sage software, including multiple content libraries on YouTube and online. Combined with Sage University training, these resources will help you improve your understanding of system features and processes in Sage HRMS.
- Content Library
Check out the Sage HRMS content library on the SWK website and view multiple videos and other resources
- YouTube
Access the SWK YouTube channel’s Sage HRMS playlist for tips, tricks and step-by-step tutorials on various system features
- Training
Take advantage of additional training exercises and other resources such as regular webinars offered by SWK Technologies
Sage HRMS Support & Services by SWK
Software optimization extends beyond standard EOY processing requirements. SWK Technologies offers many more targeted services and support options designed to enhance both immediate year-end success and long-term system effectiveness. From detailed reviews to specialized module implementations, SWK will help you unlock the full value of your Sage HRMS investment.
Here are some of these additional services:
- Sage System Health Checks
Request a complimentary system review to optimize your deployment and identify areas for improvement
- Year-end Support
Get expert assistance with data integrity checks, tax filing, government reporting and other critical year-end tasks through block-hour support packages
- Sage HRMS Module Review
SWK will help you identify opportunities to enhance your system with additional capabilities like Sage Analytics, Employee Self-Service, and additional tools
- Integration Optimization
Connect Sage HRMS with ERP systems, accounting software and other business solutions using built-in tools and custom integration options handled by Sage software experts
Cloud Hosting for Sage HRMS
Sage HRMS is natively on-premise, but with SWK’s help you can migrate your HR and payroll software to a secure cloud environment. Hosting your solution with a certified CSP (cloud service provider) such as SWK Technologies brings multiple benefits and can solve several traditional challenges for scalability in your human resource management technology. SWK will also ensure the safety of your sensitive data with SOC 2-level cybersecurity and proactive protection solutions for all files.
Secure Cloud Hosting & IaaS with SWK
Secure Cloud Hosting by SWK Technologies offers an easier – and more cybersecure – path forward for businesses that want to get more out of their existing software systems. From HR and payroll to ERP and CRM, from individual applications to all of your IT server resources, SWK will help you migrate your essential business management technology to a seamless cloud-based environment protected by enterprise-grade security.
Migration Options for HR & Payroll Software
If your business is considering alternatives to your existing HR and payroll software, SWK Technologies can help you review your options based on your goals and integration needs. SWK offers several more modern HCM solutions that connect seamlessly with Acumatica, Sage Intacct or Sage 100, including:
ADP Workforce Now
Through SWK Technologies’ ADP Partner Advantage Program relationship, organizations can leverage Workforce Now’s unified platform for comprehensive human capital management. The cloud-based solution combines core HR, talent management, benefits, and payroll capabilities in a single database while providing mobile self-service features. SWK’s implementation expertise and consulting services ensure optimal alignment with existing business processes and technology investments.
Workforce Go!
Workforce Go! combines streamlined payroll management with extensive HR capabilities in a modern cloud platform. The solution adapts to specific business requirements through configurable workflows and reporting tools. Its integration framework connects seamlessly with existing business systems while providing intuitive self-service features that reduce manual processing requirements.
Scissortail HCM
Scissortail HCM provides a unified workforce management experience through an accessible, cloud-based interface. The platform’s integrated payroll, HR, and time tracking modules eliminate data silos while automating key processes. Purpose-built for mid-market organizations, it delivers enterprise-grade functionality without complexity, supported by mobile access and real-time analytics.
Get More HR & Payroll Software Support from SWK
SWK Technologies offers a wide range of services and solutions to help you maximize your investment in Sage HRMS and other HR/payroll software. Whether you need assistance with critical year-end tasks, system optimization, training resources, or even a full software migration, the experts at SWK can provide the tailored support you need.
Contact SWK here to learn more about our HCM services, and see how our expert support and consultation services will help you get the most out of your software.